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Visma Severa - M-Files integration

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Description

M-Files is a document management system used to store, organize and access documents. M-Files is similar in function to the File storage offered within Visma Severa, but may be preferred by organizations with an M-Files account. While working in Visma Severa, documents related to Accounts and Cases can be added to M-Files and browsed using M-Files.

Documents such as Proposals, and attachments to Travel reimbursements and Invoices that are created in Visma Severa will continue to be stored in Visma Severa’s File storage. Project documents that already exist in M-Files can be browsed while working in Visma Severa.

Notes before start

  • A valid M-Files 7 account is required
  • M-Files add-on can be purchased via Upgrades and is only available for organizations located in Finland
  • A valid API Key must be inserted to complete the OLE DB connection string
  • M-Files and Visma Severa don’t share Access rights. As a result, an employee that has rights to view Accounts and Cases in Visma Severa will see the buttons related to M-Files in the sidebar. However, after clicking these buttons, the window will not open for viewing or adding documents if the employee doesn’t have the correct access rights in M-Files.
  • Adding files to case's "Files and links" section in Severa is possible, but files are not transferred to M-Files.

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Configuring M-Files

Configuration of the M-Files add-on is quick and easy. First, a new Document vault is created in M-Files to act as the repository for documents associated with Visma Severa. Second, Object types, Properties and Users are created inside the vault to specify what information is shared and which people have access. Third, Views are created to dynamically define the information for display. Finally, Metadata and View IDs are retrieved for entry in Visma Severa settings.

In order to start using the add-on, a system administrator must configure M-Files by creating a Document vault, Object types, Properties and Views. Metadata and View IDs collected from M-Files are then entered in Visma Severa.

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Create Document Vault

1. Open the M-Files Server Administrator

2. On the left, click to highlight Document Vaults

3. On the right, click New Document Vault

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4. A pop-up entitled Document Vault Properties – New Document Vault opens

5. On the General tab, enter a name for the new vault (e.g., Visma Severa)

6. Click Apply to save this information

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7. On the Advanced tab, select the Database engine (e.g., Use Firebird)

8. Click Define below the selected database engine

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9. A pop-up entitled Document Vault (– Firebird) opens

10. Under Location for vault data on server enter the path

11. Click OK to save this information and close the pop-up

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12. Back on the Document Vault Properties – New Document Vault pop-up, under Permissions features, deselect Extended metadata driven permissions

13. Click OK to save the new vault and close the pop-up

mfiles1b_new_document_vault.png

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Create Users

1. Open the M-Files Server Administrator

2. On the left, expand the tree structure for the new vault

3. Below that, right click on Users and select New User

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4. A pop-up entitled User Properties – New User opens

5. On the General tab, for Login account use the drop-down menu to select an existing user or New login account.

NOTE: It’s recommended to map users to domain accounts if possible.

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6. If creating a New login account, a pop-up entitled Login Account Properties – New Login Account will open.

7. Enter information about the new user. Click OK to save this information and close the pop-up.

mfiles7_create_users_-_new_login.png

8. Back on the User Properties – New User pop-up, select user options as desired

9. Click OK to save the user and close the pop-up

10. Repeat the steps above to create additional Users

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Create Object Types

1. Open the M-Files Server Administrator

2. On the left, expand the tree structure for the new vault and for Metadata Structure (Flat View)

3. Below that, right click on Object Types and select New Object Type

mfiles8_newobjecttype.png

4. A pop-up entitled Object Type Properties opens

5. On the General tab, enter a name for the object type in both singular and plural form (e.g., Account/Accounts, Case/Cases).

mfiles8b_newobjecttype.png

6. Select Objects of this type can have files.

7. In the window for The types of objects that users can browse for objects of this type, select Document.

8. Under Default permissions for new objects, use the drop-down menu to select the option that best suits your needs regarding user rights for documents.

9. Click Apply to save this information.

10. Open the Connection to External Database tab of the pop-up.

11. Select Use a connection to an external database to import and modify objects that reside in the external database.

12. Enter the OLE DB connection string. The connection string below provides the correct extension and endpoint in italics. Copy the italicized string below, paste it into the OLE DB field on the Object Type Properties pop-up and enter your API Key immediately after the second semicolon (;).

M-Files extension={4DD9712E-522A-4E22-9A89- 12A88C3B4045};endpoint=https://sync.severa.com/webservice/S3/API.svc/; INSERT YOUR API KEY HERE!

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13. Enter the Select statement for accounts. Copy the italicized string below and paste it into the SELECT statement field on the Object Type Properties pop-up.

type=account;columns=*

14. Click Refresh Columns to retrieve default account properties from the API WSDL.

NOTE: Default properties for the object type display in the Columns table (e.g., GUID > ObjectID; Name > Name or title). After creating the object type with these default properties, follow the instructions below in the Create Additional Properties section to add other properties (e.g., Account number, Case number).

15. Click Apply to save this information and clear the Columns section.

16. Enter the Select statement for cases. Copy the italicized string below and paste it into the SELECT statement field on the Object Type Properties pop-up.

type=case;columns=*

17. Click Refresh Columns to retrieve default case properties from the API WSDL.

18. Click OK to save the information and close the pop-up.

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Create Additional Properties

1. Open the M-Files Server Administrator

2. On the left, click to expand the tree structure for the new vault and for Metadata Structure (Flat View)

3. Below that, right click on Classes and select the class you want to edit (e.g., Account, Case).

4. A pop-up entitled Class Properties (– Account) opens.

5. On the General tab, click the Add… button located below the table.

mfiles10_classes_-_open_existing_class_general.png

6. A pop-up entitled Add Properties opens.

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7. Click New Property…

8. A pop-up entitled Property Definition Properties – New Property Definition opens.

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9. Enter a name for the new property.

10. Use the drop-down menu to select a data type.

11. Under Allow using this property with the following object type, use the drop-down menu to select the object type related to this property.

12. Click OK to save the information and close the pop-up.

13. Repeat the steps 6 – 8 to create more properties for the selected class, and click Close when completed to dismiss the Add Properties pop-up.

14. Back on the General tab of the Class Properties pop-up, in the Properties table click to define whether properties are Required or select a property and use the arrow buttons below to change the order.

15. Click Apply to save this information.

16. Open the Automatic Permissions tab.

mfiles13_classes_-_automatic_permissions.png

17. Select Specify automatic permissions for objects. These permissions are selected for the document or other object when the user selects this class in the metadata card.

18. For Use named access control list, use the drop-down menu to select Full control to internal users.

19. Click OK to save this information and close the pop-up.

20. Repeat the steps above with appropriate substitute selections to create additional properties for other object types (i.e., for case).

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Create Views

1. Open M-Files (not the M-Files Server Administrator).

2. On the left, click M-Files to highlight it.

3. On the right, under New, click View.

4. A pop-up entitled Define View opens.

mfiles14_defineview.png

5. On the General tab, enter a name, (e.g., Account)

6. Select Common to all users

7. Click the Add… button located in the Folder structure section under the Grouping levels table

8. A pop-up entitled Define Grouping Level opens

9. On the General tab, for Property use the drop-down menu to select Account

mfiles15_groupinglevel.png

10. Double check that None is selected for Function and that Show empty folders is selected

11. Click OK to save the information and close the pop-up

12. Back on the Define View pop-up, notice a new entry in the Grouping levels table identified as Account. Click OK to save the information and close the pop-up

13. Repeat the steps above with appropriate substitute selections to create additional Views (i.e., for case). NOTE: If Views are not configured properly the link between Visma Severa and M-Files will fail and an error message will appear. If this happens, repeat the steps for Create Views to correct any errors

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Collect metadata

In order to collect metadata from M-Files and enter it in Visma Severa efficiently, it’s recommended that you open both programs and copy data according to the instructions below

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Collect Unique ID

1. In the M-Files Server Administrator, on the left, right click on the new vault to open the Document Vault Properties pop-up.

mfiles16_metadata_-_unique_id.png

2. For Unique ID, select the alphanumeric string inside the curly brackets and right click to copy (e.g., 3D810B08-BF21-49B8-BCB4-8043F54C5B0B).

3. In Visma Severa, go through Tools > Settings and open the M-Files page. For Document Vault Unique ID, right click to paste the alphanumeric string.

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Collect Object Type IDs

1. In the M-Files Server Administrator, on the left, click to highlight Object Types.

2. On the right, scan across the Account row to locate the ID. Select the number, and right click to copy.

3. In Visma Severa, go through Tools > Settings and open the M-Files page. For Object Types Account ID, right click to paste the number.

4. Back in the M-Files Server Administrator, again click on Object Types to highlight it.

5. On the right, scan across the Case row to locate the ID. Select the number, and right click to copy.

6. Back in Visma Severa, for the field Object Types Case ID on the M-Files page, right click to paste the number.

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Collect Property Definitions IDs

1. In the M-Files Server Administrator, on the left, click to highlight Property Definitions.

2. On the right, scan across the Account row to locate the ID. Select the number, and right click to copy.

3. In Visma Severa, go through Tools > Settings and open the M-Files page. For Property Definitions Account ID, right click to paste the number.

4. Back in the M-Files Server Administrator, again click on Property Definitions to highlight it.

5. On the right, scan across the Case row to locate the ID. Select the number, and right click to copy.

6. Back in Visma Severa, for the field Property Definitions Case ID on the M-Files page, right click to paste the number.

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Collect View IDs

1. In M-Files (not the M-Files Server Administrator), on the left, click to highlight the name of the new vault.

2. On the right, right click on Account and select Properties to open the Properties – Account (ID ###) pop-up.

mfiles17_metadata_viewid.png

3. Locate the ID number in the title bar, and write it down or remember it.

4. In Visma Severa, go through Tools > Settings and open the M-Files page. For View ID for Accounts, enter the ID number.

5. Back in M-Files, again click on the name of the new vault to highlight it.

6. On the right, right click on Case and select Properties to open the Properties – Case (ID ###) pop-up.

7. Locate the ID number in the title bar, and write it down or remember it.

8. In Visma Severa, for View ID for Cases on the M-Files page, enter the ID number.

9. When all fields on the M-Files settings page In Visma Severa have been completed, click Save.

mfiles18_severasettingspage.png

Upon completion of the steps above, please test the connection to verify that it is working correctly. With a valid connection, you can begin using the M-Files add-on.

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Using M-Files

On Account and Case pages in Visma Severa, click the Browse M-Files button in the sidebar to open a window listing the related documents that are stored in M-Files. Documents accessed in this manner through Visma Severa are opened with M-Files.

Documents that have been created and stored in Visma Severa are added to M-Files by clicking the Add file to M-Files button in the sidebar on Account and Case pages. M-Files opens and allows the document to be saved accordingly.

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